Computer application for

business

1
 UNIT - I

## Introduction of computer : - It's full form is common Operating Machine

Particularly Used for Technological and Educational Research. computer is a
machine that can be programmed to perform a variety of tasks. It can store,
retrieve, and process data, and it can be used to control other devices. Computers
are used in a wide range of applications, from simple tasks like writing a letter to
complex tasks like designing an airplane.

## Types of computer :- Computers can be categorized in several ways, but here's

a breakdown of the most common classifications:

1. By Size and Capability:

• Supercomputers: The most powerful and expensive computers, used for complex
calculations like weather forecasting, scientific simulations, and cryptography.
• Mainframe Computers: Large, powerful computers used by organizations for
processing huge amounts of data, like in banking, airlines, and government
agencies.
• Minicomputers: Smaller than mainframes but still powerful, often used in smaller
businesses or departments for specific tasks. (Less common now, often replaced
by servers.)
• Personal Computers (PCs): Designed for individual use, including desktops,
laptops, tablets, and smartphones.
• Workstations: High-performance PCs with advanced graphics and processing
capabilities, used for specialized tasks like video editing and CAD design.

2. By Data Handling:
• Analog Computers: Process continuous data, like measurements of temperature
or pressure. Used in specific applications like scientific research and engineering.
• Digital Computers: Process data in discrete form (0s and 1s). The most common
type of computer today, used in everything from smartphones to
supercomputers.
• Hybrid Computers: Combine features of both analog and digital computers, used
in specialized applications like industrial control systems.

3. By Purpose:
• General-Purpose Computers: Designed to perform a variety of tasks, like
personal computers used for browsing the internet, writing documents, and
playing games.
• Special-Purpose Computers: Designed for a specific task, like those used in cars,
appliances, or industrial control systems.

4. Other Classifications:
• Servers: Powerful computers that provide services and resources to other
computers over a network.
• Embedded Systems: Computers integrated into other devices to perform
specific functions, like those found in cars, appliances, and medical equipment.

These categories can overlap, and new types of computers are constantly being
developed.
2
** Features of modern computer :- Modern computers have come a long way! Here are
some of their key features:
• Speed: They can perform billions of calculations per second, making tasks that once took
hours now happen in milliseconds.
• Storage Capacity: They can store vast amounts of data, from documents and photos to
entire operating systems and applications. This includes both internal storage (like hard
drives and SSDs) and the option for external or cloud storage .
• Connectivity: They can connect seamlessly to the internet and other devices, enabling a
wide range of functions like browsing, video conferencing, and accessing cloud services.
This is often achieved through technologies like Wi-Fi and Bluetooth.
• Multitasking: They can handle multiple processes simultaneously, allowing you to run
several applications at once without significant performance drops.
• Accuracy: They perform calculations and operations with a very high degree of accuracy,
minimizing the chance of errors.
• Automation: They can perform tasks automatically based on programmed instructions,
reducing the need for human intervention.
• Versatility: They can be used for a wide range of tasks, from simple word processing to
complex simulations and data analysis.
• Reliability: They are designed to produce consistent results; if the input data remains
unchanged, the output will always be the same.
• Diligence: They can work continuously for long periods without tiring, unlike humans who
need rest.
• Compactness: While this varies, modern computers, especially personal computers, have
become significantly smaller and more portable.

These features combine to make modern computers powerful and versatile tools that are
essential in many aspects of life.

** Classification on computer on basis of generation :- Here's a breakdown of computer

generations, focusing on the key tech and when they were prominent:

• First Generation (1940s-1950s): Vacuum Tubes :- These were the earliest digital
computers, HUGE and reliant on vacuum tubes to process data.
Think ENIAC – massive, power-hungry, and prone to overheating.
Programming was a challenge, done in machine language (using 0s and 1s directly).

• Second Generation (1950s-1960s): Transistors :- Transistor replaced vacuum tubes,

making computers smaller, faster, more reliable, and cheaper to produce.
This era saw the rise of assembly language, making programming a bit easier.
Examples include the IBM 1401 and the UNIVAC III.

• Third Generation (1960s-1970s): Integrated Circuits :- The invention of the integrated

circuit (IC or microchip) packed many transistors onto a single chip, further miniaturizing
and speeding up computers.
This led to more complex operating systems and the development of high-level
programming languages like FORTRAN and COBOL.

• Fifth Generation (Present and Beyond): Artificial Intelligence : This generation is focused
on artificial intelligence (AI), machine learning, and parallel processing.
The goal is to create computers that can understand natural language, learn from data, and
solve complex problems more like humans.
Quantum computing is also an emerging technology that could dramatically increase
computing power in this generation.

It's worth noting that these generations have some overlap, and some people might argue
for a sixth generation with the rise of quantum computing. But this gives you a good
overview of the major technological shifts in computer history!
3
## Components of Computer :-

** Input unit :- Think of the input unit as the way we feed information and instructions
into a computer. It's like our senses for the computer.

Here's what it does:

• Accepts Data: It takes data from the user or another source. This data can be in various
forms like text, numbers, images, audio, or even physical actions.
• Converts Data: It translates this data into a form that the computer understands, which
is usually binary code (0s and 1s).
• Suppplies Data: It sends the converted data to the computer's processing unit (CPU)
for further action.

Examples of Input Devices:

• Keyboard: For typing text and commands.
• Mouse: For pointing, clicking, and selecting
items on the screen.
• Scanner: For converting images and documents
into digital form.
• Microphone: For capturing audio input.
• Webcam: For capturing video input.
• Touchscreen: For direct interaction with the
screen.
• Game controller: For interacting with games.

** Output unit :- The output unit is how the computer presents the results of its
processing back to us. It's like the computer's way of communicating with the outside
world.

Here's its role:

• Reeceives Data: It accepts processed data from the computer's CPU.
• Converts Data: It transforms this data into a human-understandable form, such as text,
images, audio, or physical output.
• Presents Data: It displays or presents the converted data to the user.

Examples of Output Devices:

• Monitor: For displaying text, images, and videos.
• Pnter: For producing hard copies of documents and images.
• Speakers: For playing audio.
• Projector: For projecting images onto a large screen.
• Headphones: For private audio output.
• 3D Printer: For creating physical objects from digital designs.

** Central processing unit :- The CPU is the "brain" of the computer. It's where all the
magic happens! Here's a breakdown of its key functions:
• Fetching Instructions: The CPU retrieves instructions from memory. These instructions
tell the computer what to do.
• Devoding Instructions: It decodes these instructions into a format it understands.
• Executing Instructions: It performs the actual operations specified by the instructions,
like calculations or data manipulation.
• Storing Results: It stores the results of these operations back in memory.

The CPU is made up of a few key components:

• Arithmetic Logic Unit (ALU): This is where all the calculations (addition, subtraction,
etc.) and logical comparisons (greater than, less than) take place.
• Control Unit (CU): This unit directs the flow of data and instructions within the CPU and
manages the other components. 4
• Registers: These are small, high-speed storage locations within the CPU that hold data
and instructions that are being actively processed.
** Internal Storage : -
• Built-in Memory: Internal storage is the memory that's directly built into your device. Think
of it like your computer's hard drive.
• App Installation: This is where your apps are installed by default.
• Private Data: It's the ideal place to store sensitive information, app settings, or data that you
don't want other apps to access.
• Limited Space: Internal storage usually has a fixed amount of space.
Examples: • App files • System files • User settings • Saved game progress

** External storage :-
• Rmovable or Expandable: External storage can be removable, like an SD card, or it might be a
portion of the device's built-in memory that's designated as "external."
• More Space: It's generally used to store larger files or things you want more accessible.
• Shared Data: Files here can often be accessed by other apps (with your permission).
Examples: • Photos and videos • Music files • Documents • Large game data

** RAM :- RAM stands for Random Access Memory.

It's your computer's short-term memory. Think of it like a desk where you keep the things
you're actively working on.

What does RAM do?

• Holds data for quick access: When you open a program, file, or game, that data is loaded into
RAM so your computer's processor can access it quickly.
• Enables multitasking: RAM lets you switch between programs seamlessly because it keeps
the necessary data readily available.

Types of RAM :- DDR SDRAM: The most common type of RAM in use today. Different
generations (DDR4, DDR5) offer improved speed and efficiency. 

** ROM :- ROM stands for Read-Only Memory.

It's a type of memory that stores data permanently. Think of it like a book where the
information is written and cannot be erased or changed.

What does ROM do?

• Stores essential instructions: ROM holds crucial information that your computer needs to
start up and perform basic functions. This includes the BIOS (Basic Input/Output System)
which helps initialize hardware components and load the operating system.
• Firmware: The instructions stored in ROM are often referred to as "firmware" because they
are essential and rarely changed.

Why is ROM important?

• Booting up: Without ROM, your computer wouldn't know how to start. It provides the initial
instructions to get everything going.
• Stability: Since the data in ROM cannot be easily changed, it ensures that these critical
instructions remain intact, contributing to the stability of your system

Types of ROM :- Over time, different types of ROM have been developed, each with its own
characteristics:

• Mask ROM: The earliest type, programmed during manufacturing and cannot be changed.
• PROM (Programmable ROM): Can be programmed once by the user using special equipment.
• EPROM (Erasable Programmable ROM): Can be erased using ultraviolet light and then
reprogrammed.
• EEPROM (Electrically Erasable Programmable ROM): Can be erased and reprogrammed
electrically, making it more flexible.
• Flash Memory: A type of EEPROM that is widely used today due to its speed and ability to be
easily updated.
5
** PROM :- PROM stands for Programmable Read-Only Memory.
• Write-Once Memory: The key feature of a PROM is that it can be programmed once
after it's manufactured. This is different from regular ROM, which is programmed during
the manufacturing process and cannot be changed.

How it Works: PROMs typically start with all bits set to "1". To program it, you use a
special device called a PROM programmer to selectively "blow" fuses within the chip,
changing the bits to "0" where needed. This process is irreversible.

Uses: PROMs are useful when you need to store firmware or other data that needs to be
permanent but might not be known until after the chip is manufactured. Some
examples include:
• Early video game consoles
• Industrial control systems

** EPROM:- Erasable: • This is the big one! EPROMs can be erased, allowing you to reuse
them.
• Programmable: You can write data to an EPROM using a special device called an
EPROM programmer.
• Non-Volatile: Like other ROMs, EPROMs retain their data even when the power is
turned off.

How EPROM Works: • Programming: EPROMs are programmed electrically. The

programmer applies higher-than-normal voltages to the chip to inject charges into the
memory cells. These charges represent the data.
• Erasing: EPROMs are erased by exposing them to ultraviolet (UV) light. The UV light
provides enough energy to discharge the memory cells, effectively resetting them. This
requires a special UV eraser device. The EPROM chip has a small quartz window on top
specifically for this purpose. You have to remove the chip from the circuit to erase it.

Uses of EPROM: • EPROMs were quite common in the past and are still used in some
specialized applications:
•Firmware Storage: Storing firmware in devices where updates might be needed, but not
frequently enough to justify flash memory.
• Prototyping: EPROMs were very useful during the development process. If the code
had a bug, you could erase the EPROM, fix the code, and reprogram the EPROM.
Older BIOS Chips: Some older PCs used EPROMs for their BIOS.

** Hard disk :- A hard disk drive (HDD), also known as a hard disk or hard drive, is a
fundamental component of computers that stores and retrieves digital data. It's a non-
volatile storage device, meaning it retains data even when the computer is turned off.
Work :- • Sequential Access: Unlike hard drives or SSDs, magnetic tapes are a sequential
access medium. This means that to access a specific piece of data, the tape drive must
read through all the data that comes before it on the tape.
• Magnetic Recording: Data is stored on the tape by magnetizing tiny areas on the
magnetic coating. The direction of the magnetization represents the data bits (0s and
1s).

** Magnetic tapes :- Magnetic tapes are a type of storage medium that has been used
for decades to store data. They are made of a thin strip of plastic with a magnetic
coating, which can be used to record data. Magnetic tapes are still used today for
certain applications, such as archiving and backing up data.
Work :- • Reel-to-reel: The earliest form of magnetic tape, where the tape is wound on
open reels.
• Cartridges: Modern magnetic tapes are typically housed in cartridges for easier
6
handling and protection. Examples include LTO (Linear Tape-Open) cartridges.
Unit - II

## Operating System :- An operating system (OS) is the fundamental software that

manages all the hardware and software resources of a computer system. It acts as an
intermediary between the user and the computer hardware, providing a platform for
applications to run and handling various tasks such as:
• Resource Management: The OS manages the computer's resources, including the CPU,
memory, storage devices, and peripherals. It allocates these resources to different
programs and ensures that they are used efficiently.
• Process Management: The OS manages the execution of programs, also known as
processes. It schedules processes to run on the CPU, allocates memory to them, and
handles communication between them.
File Management: The OS manages the file system, which organizes and stores files on
storage devices. It provides a way for users and programs to create, access, and manage
files.

• Input/Output (I/O) Management: The OS handles communication between the computer

and its peripherals, such as keyboards, mice, printers, and network devices.
• User Interface: The OS provides a user interface that allows users to interact with the
computer. This can be a command-line interface or a graphical user interface (GUI).

• Information manager :- An operating system plays a crucial role in managing information

within a computer system.
• Organizing Data • Controlling Access • Share information • Protecting Information •
Retrievinginformation

** Concept of operating system :- The core concept of an operating system (OS) revolves
around these key ideas:

1. Abstraction: The OS simplifies the complex workings of the computer hardware,

presenting a user-friendly and consistent interface to both users and applications. It hides
the nitty-gritty details.

2. Resource Management: The OS acts as a manager, allocating and controlling the

computer's resources (CPU, memory, storage, etc.) efficiently and fairly among different
programs.

3. Control & Coordination: The OS supervises the execution of programs, ensuring they run
smoothly, don't interfere with each other, and can communicate effectively.

4. Services: The OS provides a set of common services (file management, input/output

operations, etc.) that applications can use, making software development easier and more
consistent.

In short, the OS is the fundamental software layer that sits between the hardware and the
user/applications. It manages resources, provides services, and simplifies interaction with
the computer.

## Window :-

** Introduction to Microsoft Windows:- windows is a family of operating systems

developed by Microsoft. It's the most popular desktop operating system globally. An
operating system is the fundamental software that manages all the hardware and software
resources of a computer. Windows provides a platform for applications to run and handles
tasks like managing files, memory, and peripherals.

7
** Working of window :-
• Kernel: At the core of Windows is the kernel. This is the lowest-level software that
directly interacts with the hardware. It manages the CPU, memory, and other essential
resources.
• System Services: Windows includes many system services that perform background
tasks, such as managing network connections, printing, and security.
• Graphical User Interface (GUI): The GUI is what you see and interact with. It consists of
windows, icons, menus, and other visual elements that make it easier to use the
computer. The GUI translates your actions (mouse clicks, keyboard input) into
instructions that the kernel can understand.

** Applications of window : Applications are programs that you install and run on
Windows, such as web browsers, word processors, and games. Windows provides the
environment for these applications to function.

** Manipulation of icons :-
1. Selecting Icons: • Single Click: A single click selects an icon. This is useful for preparing
to move, copy, or perform other actions on the icon.
• Multiple Clicks: Ctrl + Click: Hold down the Ctrl key and click on multiple icons to select
them individually. This allows you to select a group of icons that are not necessarily next
to each other.
• Shift + Click: Click on one icon, hold down the Shift key, and click on another icon. This
selects all icons between the first and last clicked icons.
• Drag to Select: Click and drag your mouse pointer across the desktop or a folder window
to select multiple icons within the dragged area.

2. Moving Icons: • Drag and Drop: Click and hold an icon, then drag it to a new location
and release the mouse button. This moves the icon to the new location. You can move
icons within the same folder, to a different folder, or to the desktop.

3. Arranging Icons: • Right-Click Menu: Right-click on an empty area of the desktop or

within a folder window.
• Arrange Icons: In the context menu, you'll find options to arrange icons by name, size,
type, date modified, etc.
• Auto Arrange: If you select "Auto Arrange," Windows will automatically keep your icons
organized.

4. Resizing Icons: • Right-Click Menu: Right-click on an empty area of the desktop.

View: In the context menu, select "View."
• Icon Size: Choose from "Large icons," "Medium icons," or "Small icons" to change the
size of your desktop icons.

5. Changing Icons: • Properties: Right-click on the icon you want to change and select
"Properties."
• Shortcut Tab: If it's a shortcut icon, go to the "Shortcut" tab.
Change Icon: Click the "Change Icon" button.
• Browse: You can choose an icon from the list or click "Browse" to find an icon file (.ico)
on your computer.

6. Creating Shortcuts: • Right-Click Menu: Right-click on the file or application you want to
create a shortcut for.
• Create Shortcut: Select "Create shortcut."
• Drag to Desktop: The shortcut will be created in the same location. You can then drag it
to your desktop or another folder.

7. Deleting Shortcuts: • Right-Click Menu: Right-click on the shortcut icon you want to
delete.
• Delete: Select "Delete." This will only delete the shortcut, not the original file or
8
application.
## Menus and opening different application simultaneously :-

** Menus: • Organization: Menus provide organized lists of commands and options

within applications.
• Access: You access menus by clicking on menu bars (usually at the top of the
application window) or by right-clicking.
• Types: There are various types of menus, such as file menus, edit menus, view menus,
and application-specific menus.
• Navigation: You can navigate menus using the mouse or keyboard shortcuts.

** Different application :- 1. Multitasking: Windows allows you to run multiple

applications at the same time, a feature called multitasking.
2. Methods: You can open applications using several methods:
• Start Menu: Click the Start button and select the application from the list.
•Desktop Shortcuts: Double-click a shortcut icon on the desktop.
•File Explorer: Locate the application's executable file (.exe) in File Explorer and double-
click it.
• Run Dialog Box: Press Windows Key + R, type the application's name, and press Enter.
3. Switching: You can switch between open applications using the Taskbar at the bottom
of the screen.

** Various versions of window :- windows has evolved through many versions. Some
key ones include:
Windows 95/98/Me: Early versions that popularized the GUI.
Windows XP: A very popular and stable version.
Windows Vista: Introduced Aero interface but had performance issues.
Windows 7: A refined and widely used version.
Windows 8/8.1: Introduced the Metro interface, optimized for touchscreens.
Windows 10: A major update focusing on stability, security, and a hybrid interface.
Windows 11: The latest version with a redesigned interface and improved features.
.
** Basic commands :- These actions are typically performed using the File Explorer
(accessed by opening "This PC" or pressing Windows Key + E):
• Creating a Folder: Right-click in a folder or on the desktop, select "New," and then
"Folder." Give the folder a name.
• Moving Files/Folders: Drag and drop files/folders from one location to another. You can
also use copy (Ctrl + C) and paste (Ctrl + V) or cut (Ctrl + X) and paste.
• Renaming Files/Folders: Right-click on the file/folder, select "Rename," and type the
new name.
• Deleting Files/Folders: Right-click on the file/folder, select "Delete." Deleted items
usually go to the Recycle Bin, from which you can recover them. Shift + Delete
permanently deletes the item.

These basic commands are essential for managing your files and folders in Windows.
The File Explorer provides a user-friendly interface for performing these actions.

## Ms office - Microsoft Office is a suite of productivity software developed by

Microsoft. It's the most widely used office software suite in the world, and it includes
applications like Word, Excel, PowerPoint, and Outlook.

Key Applications + Components: • Word: A word processor used for creating and editing
documents, such as letters, reports, and resumes.
• Excel: A spreadsheet program used for organizing data, performing calculations, and
creating charts.
• PowerPoint: A presentation program used for creating and delivering slideshows.
• Outlook: An email client and personal information manager used for managing email,
calendars, and contacts.
9
** Other Applications (May be included depending on the Office suite version): -
• Access: A database management system used for creating and managing databases.
• Publisher: A desktop publishing application used for creating marketing materials and
publications.
• OneNote: A note-taking application used for organizing notes and information.

Key Features of ms office : • Integration: The applications in Microsoft Office are designed
to work together seamlessly. For example, you can easily copy data from an Excel
spreadsheet into a Word document.
• Templates: Microsoft Office provides a wide variety of templates that you can use to
create professional-looking documents, spreadsheets, and presentations.
• Collaboration: Microsoft Office supports collaboration features that allow multiple users
to work on the same document at the same time.
• Cloud Storage: Microsoft Office integrates with OneDrive, Microsoft's cloud storage
service, allowing you to save your files online and access them from anywhere.

Why is Microsoft Office so Popular?

• Widely Used: Microsoft Office is the industry standard for office productivity software,
so it's widely used in businesses and organizations of all sizes.
• Feature-Rich: Microsoft Office applications offer a wide range of features and tools that
can help you be more productive.
• User-Friendly: Microsoft Office applications are designed to be user-friendly, even for
people who are not familiar with computers.

UNIT - III

## MS WORD -
1. History of MS Word: • Origins: Microsoft Word was initially developed by Charles
Simonyi and Richard Brodie, former Xerox PARC programmers, in the early 1980s.
• First Release: The first version, Word 1.0, was released in 1983 for MS-DOS.
• Evolution: Over the years, Word has evolved significantly, with major updates
introducing new features, improved interfaces, and better integration with other
Microsoft products.
• Dominance: It has become the most popular word processor in the world.

2. Creating, Saving, Opening, Importing, and Exporting Documents:

• Creating: Open Word, and a new blank document is ready for you to start typing. You can
also use templates for pre-formatted documents.

• Saving: File > Save: Saves the document in its current format (usually .docx).
File > Save As: Lets you choose the location and file format (.docx, .pdf, .txt, etc.).

• Opening: File > Open: Browse your computer to find and open an existing Word
document.
Recent Documents: Word keeps a list of recently opened files for quick access.

• Importing: Word can open files from other word processors or formats (e.g., .txt, .rtf). File
> Open and choose the correct file type from the filter.

• Exporting: You can save Word documents in other formats like .pdf (for easy sharing), .txt
(for plain text), or older Word formats (.doc). File > Save As and select the desired format.

• Inserting: Word allows you to insert various elements into your documents:
Pictures: From your computer or online sources.
Tables: For organizing data.
Shapes: To add visual elements.
Charts: To represent data visually.
Headers and Footers: For page numbering, titles, etc. 10
Symbols: For special characters.
3. Formatting Pages :- : • Page Margins: Adjust the margins (top, bottom, left, right) to
control the printable area. Layout > Margins
• Page Orientation: Choose between portrait (vertical) or landscape (horizontal)
orientation. Layout > Orientation
• Page Size: Select a standard paper size (Letter, A4, etc.). Layout > Size
• Columns: Divide the page into multiple columns for a newspaper-like layout. Layout >
Columns
• Breaks: Insert page breaks, section breaks, or column breaks to control the flow of text.
Layout > Breaks

4. Formatting Text:
• Font: Choose the font type (Arial, Times New Roman, etc.), size, color, and style (bold,
italic, underline). Home tab > Font group 
• Alignment: Align text to the left, center, right, or justify (evenly distributed). Home tab >
Paragraph group
• Paragraphs: Control spacing before and after paragraphs, line spacing, and indentation.
Home tab > Paragraph group
• Sections: Divide your document into sections to apply different formatting to different
parts (e.g., different headers or page numbering). Layout > Breaks > Section Breaks

5. Indents and Outdents

• Indents: Increase or decrease the left or right indent of a paragraph. Home tab >
Paragraph group > Increase/Decrease Indent buttons
• Outdents: Move the left edge of a paragraph to the left of the left margin. Home tab >
Paragraph group > Use the ruler or special indents in the Paragraph dialog box

6. Creating Lists and Numbering:

• Bulleted Lists: Create lists with bullet points. Home tab > Paragraph group > Bullets
• Numbered Lists: Create lists with numbers or letters. Home tab > Paragraph group >
Numbering
• Multilevel Lists: Create nested lists with different levels of indentation and numbering.
Home tab > Paragraph group > Multilevel List

** Explain formatting command :-

1. Headings:
• Purpose: Headings structure your document, making it easier to read and navigate. They
also create a table of contents automatically.
• Styles: Word has built-in heading styles (Heading 1, Heading 2, etc.). Use these for
consistency and automatic table of contents generation. Home Tab > Styles Group
• Levels: Use different heading levels (Heading 1 for main titles, Heading 2 for
subheadings, etc.) to create a hierarchical structure.

2. Styles:
• Consistency: Styles ensure consistent formatting throughout your document. Change a
style, and all text using that style updates automatically.
• Efficiency: Applying styles is much faster than manually formatting each element.
• Types: Word has built-in styles (headings, body text, quotes, etc.), and you can create
your own. Home Tab > Styles Group
• Modifying: Right-click on a style in the Styles gallery and choose "Modify" to change its
formatting.

3. Fonts and Size Editing:

• Font: Choose the font type (Arial, Times New Roman, Calibri, etc.). Home Tab > Font
Group
• Size: Adjust the font size (in points). Home Tab > Font Group
• Style: Apply bold, italic, underline, strikethrough, etc. Home Tab > Font Group
•Color: Change the text color. Home Tab > Font Group 11
4. Viewing Text:
• Zoom: Zoom in or out to see more or less of the document. View Tab > Zoom Group
• Print Layout: See how the document will look when printed. View Tab > Views Group >
Print Layout
• Read Mode: View the document in a distraction-free reading mode. View Tab > Views
Group > Read Mode
• Web Layout: See how the document would look as a web page. View Tab > Views Group >
Web Layout
• Outline: View the document as an outline, showing the heading structure. View Tab >
Views Group > Outline
• Draft: A simplified view, focusing on content rather than formatting. View Tab > Views
Group > Draft

5. Finding and Replacing Text:

• Find: Use Ctrl + F to open the Find pane. Type the text you're looking for.
• Replace: Use Ctrl + H to open the Find and Replace dialog box. You can find text and
replace it with something else. This is very useful for making global changes.

6. Headers and Footers:

• Purpose: Headers and footers contain information that appears at the top and bottom of
every page (page numbers, titles, dates, etc.).
• Inserting: Double-click in the top or bottom margin to edit the header or footer, or Insert
Tab > Header & Footer Group.
• Content: You can insert text, images, page numbers, dates, and other elements into
headers and footers.

7. Inserting Page Breaks:

• Purpose: Force the text to start on a new page.
• Method: Layout Tab > Breaks Group > Page

8. Page Numbers:
• Inserting: Insert Tab > Header & Footer Group > Page Number. Choose the position and
format of the page numbers.

9. Special Symbols and Dates:

• Symbols: Insert characters that are not on your keyboard (e.g., ©, ®, ™). Insert Tab >
Symbols Group > Symbol
• Dates: Insert the current date or time. Insert Tab > Text Group > Date & Time

10. Mail Merge:

• Purpose: Create personalized letters, envelopes, or labels by combining a main document
with a data source (e.g., a spreadsheet of names and addresses). Mailings Tab
Steps: Select Recipients, Write & Insert Fields, Preview Results, Finish & Merge.

11. Preview and Printing Commands:

• Print Preview: See exactly how the document will look when printed. File > Print
Printing: File > Print. Choose the printer, number of copies, and other print settings.

## MS POWERPOINT :-

1.. History of MS PowerPoint:

• Origins: PowerPoint was originally developed by Robert Gaskins and Dennis Austin at
Forethought, Inc.
• Acquisition: Microsoft acquired Forethought in 1987, and PowerPoint became part of the
Microsoft Office suite.
• Evolution: PowerPoint has evolved significantly over the years, adding features like
animations, transitions, multimedia support, and collaboration tools.
• Dominance: It's the most widely used presentation software. 12
2. Creating, Saving, and Opening Presentations:

• Creating:
- Blank Presentation: Start with a clean slate and add your own content and design. File > New
> Blank Presentation
-Design Templates: Use pre-designed templates with coordinated colors, fonts, and layouts.
File > New > Choose a template
-Auto Content Wizard (Older Versions): This wizard guided you through creating a
presentation based on a specific topic (available in older versions of PowerPoint, less
common now)

• Saving:
- File > Save: Saves the presentation in the default format (.pptx).
- File > Save As: Lets you choose the location and file format (.pptx, .pdf, .ppt (older format),
etc.).

• Opening:
- File > Open: Browse your computer to find and open an existing PowerPoint presentation.
- Recent Presentations: PowerPoint keeps a list of recently opened files..

3. Creating a Presentation (Various Methods):

•Blank Presentation: Provides complete control over design and content. You add slides,
layouts, text, images, and other elements manually.
• Design Templates: Offers ready-made designs with coordinated elements. You customize
the content within the pre-designed framework.
• Auto Content Wizard (Older Versions): (Less common now) Guided you through a series of
questions to create a basic presentation structure.

4. Slide Sorter View:

• Purrpose: Displays all slides in thumbnail view, making it easy to rearrange, duplicate, or
delete slides. View Tab > Slide Sorter
• Actions: Drag and drop slides to change their order. Right-click on slides for various options
(duplicate, delete, hide, etc.).

5. Slide Show:
• Purpose: Displays the presentation in full-screen mode for an audience. Slide Show Tab
• Starting: Click the "From Beginning" button to start from the first slide, or "From Current
Slide" to start from the selected slide.
•Navigation: Use the arrow keys, Page Up/Down keys, or the mouse to advance or go back
between slides.
• Ending: Press the Esc key to exit the slide show.

6. Inserting Pictures and Graphics:

• From File: Insert Tab > Images Group > Pictures. Browse your computer to find and insert
images.
• Online Pictures: Insert Tab > Images Group > Online Pictures. Search and insert images from
the web (Bing image search).
• Shapes: Insert Tab > Illustrations Group > Shapes. Insert various shapes (rectangles, circles,
arrows, etc.).
• SmartArt: Insert Tab > Illustrations Group > SmartArt. Insert pre-designed graphic elements
for lists, processes, and other diagrams.
• Charts: Insert Tab > Illustrations Group > Chart. Insert charts to visualize data.

7. Printing Slides:
• File > Print: Choose the printer, number of copies, and what to print (slides, notes pages,
handouts, outline).
• Print Preview: See how the printed output will look before printing
13
Key PowerPoint Concepts:
• Slides: Individual screens in a presentation.
Layouts: Pre-designed arrangements of placeholders for text and other content on a slide.
• Placeholders: Boxes on a slide where you can insert text, images, or other objects.
• Transitions: Visual effects that occur when moving from one slide to the next.
• Animations: Effects that you apply to individual elements on a slide (text, images, etc.).

## MS EXCEL :-

1. Introduction to MS-Excel: Microsoft Excel is a spreadsheet software program used for

organizing data, performing calculations, analyzing information, and creating charts. It's a
powerful tool for data management and analysis.

2. Components of Excel:
• Worksheet: A single page within an Excel workbook. It's a grid of rows and columns.
• Workbook: A file that contains one or more worksheets.
• Cell: The intersection of a row and a column. Each cell has a unique address (e.g., A1, B2).
• Row: A horizontal group of cells. Rows are numbered (1, 2, 3, etc.).
• Column: A vertical group of cells. Columns are lettered (A, B, C, etc.).
• Formula Bar: Displays the contents of the active cell, including formulas.
• Ribbon: The main interface element at the top of the Excel window, containing tabs and groups
of commands.

3. History of Excel:
• Multiplan: Microsoft's first spreadsheet program, released in 1982.
• Excel's Debut: The first version of Excel for Windows was released in 1987.
• Evolution: Excel has evolved significantly, with new versions adding features like charting, pivot
tables, macros, and improved data analysis tools.
• Dominance: It's the most widely used spreadsheet software.

4. Creating, Saving, and Opening Spreadsheets:

• Creating: Open Excel, and a new blank workbook is ready. File > New
• • Saving: File > Save (saves in .xlsx format). File > Save As (choose location and format: .xlsx, .xls
(older format), .csv, .pdf, etc.).
• Opening: File > Open or use the "Recent Files" list.

5. Formatting Numbers and Text:

• Number Formats: Choose formats like General, Number, Currency, Accounting, Date, Time,
Percentage, Text, etc. Home Tab > Number Group
• Text Formatting: Change font, size, color, style (bold, italic, underline), alignment, etc. Home
Tab > Font & Alignment Groups
• Cell Formatting: Format cell borders, background color, and alignment. Home Tab > Alignment
& Font Groups

6. Graph and Chart Formatting:

• Creating Charts: Select data, then Insert Tab > Charts Group. Choose the chart type (column,
bar, pie, line, scatter, etc.).
• Formatting Charts: Customize chart title, axis labels, legend, colors, data series, etc. Chart
Tools (appears when a chart is selected)

7.Menu Bar and Toolbars (Older Versions):

• Older versions of Excel had a traditional menu bar. Modern versions use the Ribbon, which
organizes commands into tabs and groups. You may still find some menu commands in the File
tab.

8.Producing Charts (See #6 above).

9.Protecting Cells:
• Purpose: Prevent accidental changes to specific cells or the entire worksheet.
Method: Review Tab > Protect Sheet or Protect Workbook. You can specify which actions are
allowed (e.g., formatting cells, inserting rows).

14
10. Macros:
• Purpose: Automate repetitive tasks by recording a sequence of actions.
• Method: View Tab > Macros. You can record, edit, and run macros.

11. Printing Operations:

• File > Print: Choose the printer, number of copies, print area, and other settings.
• Page Setup: Page Layout Tab to set margins, orientation, page breaks, headers, and
footers.
Print Preview: See how the printed output will look..

12. Spell Checking:

• Review Tab > Spelling: Checks the spelling in your worksheet.

13. Cell Editing:

• Entering Data: Type data directly into cells.
• Editing Data: Double-click a cell or press F2 to edit its contents.
• Copying and Pasting: Use Ctrl + C (copy) and Ctrl + V (paste).
• AutoFill: Drag the fill handle (small square at the bottom right of a cell) to copy formulas
or data series.

14. Calculation of Functions:

• Formulas: Start with an equals sign (=). Use cell references (A1, B2) and operators (+, -, *, /).
• Functions: Excel has hundreds of built-in functions for financial, statistical, logical, and
other calculations. Examples:
=SUM(A1:A10) (adds the values in cells A1 through A10).
=AVERAGE(B1:B5) (calculates the average of cells B1 through B5).
=IF(C1>10,"Yes","No") (returns "Yes" if C1 is greater than 10, otherwise "No").
Financial functions: =PMT (payment calculation), =FV (future value), =PV (present value)
Statistical functions: =AVERAGE, =MEDIAN, =MODE, =STDEV, =COUNT
By mastering these Excel features, you can effectively manage data, perform complex
calculations, and create insightful reports and visualization

## MS ACCESS

1. Introduction to Databases and Access:

• Database: A structured collection of data organized for easy access, management, and
updating. Think of it like a digital filing cabinet.
• DBMS: A Database Management System (like Access) is software that allows you to
create, manage, and access databases.
• Access: Microsoft Access is a relational DBMS, meaning it organizes data into tables that
are related to each other. It provides tools for creating tables, forms, queries, and reports
.
2. Viewing and Editing Data:
• Datasheet View: Displays data in a table in a row-and-column format, similar to a
spreadsheet. You can add, edit, and delete records (rows) in Datasheet View.
• Form View: Displays data one record at a time, often in a more user-friendly layout. Forms
make data entry and editing easier.

3. Sorting and Indexing:

• Sorting: Arranging records in a table based on one or more fields (columns). You can sort
alphabetically, numerically, or by date.
• Indexing: Creating an index on a field (like an index in a book) speeds up searching and
sorting. Indexes improve database performance.

4. Printing Reports and Labels:

• Reports: Designed for presenting data in a formatted and professional way. You can
create reports to summarize data, calculate totals, and generate invoices or other
documents.
15
• Lablels: Used for printing mailing labels, product labels, or other types of labels. Access
can automatically format data for labels
Foreign Key: A field in one table that refers to the primary key in another table. Foreign
keys are used to establish relationships between tables.5. Managing Multiple Tables
(Relationships):
• Relational Database: Access is a relational database, which means you can link tables
together based on common fields. This avoids data redundancy and ensures data
consistency.
• Relationships: You define relationships between tables (one-to-one, one-to-many,
many-to-many) to connect related data. For example, you might have a "Customers"
table and an "Orders" table, linked by a "CustomerID" field.

6. Forms:
• Purpose: Provide a user-friendly interface for entering, viewing, and editing data in
tables
• Design View: Create and customize forms using a drag-and-drop interface. You can add
text boxes, labels, buttons, and other controls to your forms.

7. Queries:
• Purpose: Used to retrieve specific data from one or more tables based on criteria you
define. Queries are like asking questions of your data.
• SQL: Access uses Structured Query Language (SQL) to define queries. You can use the
query design view (graphical interface) or write SQL code directly.
• Types: Select queries retrieve data, update queries modify data, append queries add
data from one table to another, and delete queries remove data.

8. Reports:
• Purpose: Present data in a formatted and organized way.
• Design View: Create and customize reports using a drag-and-drop interface. You can
add groupings, calculations, and formatting to your reports.

Key Access Concepts:

• Fields: Columns in a table. Each field stores a specific type of data (text, number, date,
etc.).
• Records: Rows in a table. Each record represents a single entity (e.g., a customer, an
order).
• Primary Key: A field that uniquely identifies each record in a table.
• Foreign Key: A field in one table that refers to the primary key in another table. Foreign
keys are used to establish relationships between tables.

Example :- Imagine you have a digital filing cabinet (database). Access is the tool that lets
you create the filing cabinet, organize files (tables), create forms to fill out information,
ask questions about the information (queries), and create reports to summarize the
information. It helps you keep everything organized and easily accessible.

16
## Input Devices :- Input devices are the devices that are used to send signals to the
computer for performing tasks. The receiver at the end is the CPU (Central Processing
Unit), which works to send signals to the output devices. Some of the classifications of
Input devices are:
Some of the input devices are described below:-
1) Keyboard :- The keyboard is the most frequent and widely used input device for
entering data into a computer. Although there are some additional keys for performing
other operations, the keyboard layout is similar to that of a typical typewriter.
Generally, keyboards come in two sizes: 84 keys or 101/102 keys but currently keyboards
with 104 keys or 108 keys are also available for Windows and the Internet.

2) Mouse - The most common pointing device is the mouse. The mouse is used to move a
little cursor across the screen while clicking and dragging. The cursor will stop if you let
go of the mouse. The computer is dependent on you to move the mouse; it won’t move
by itself. As a result, it’s an input device.

3) Joystick - A joystick is a pointing device that is used to move the cursor on a computer
screen. A spherical ball is attached to both the bottom and top ends of the stick. In a
socket, the lower spherical ball slides. You can move the joystick in all four directions..

4) Track Ball - Track Ball is an accessory for notebooks and laptops, which works on
behalf of a mouse. It has a similar structure to a mouse. Its structure is like a half-
inserted ball and we use fingers for cursor movement.

5) Light Pen :- A light pen is a type of pointing device that looks like a pen. It can be used
to select a menu item or to draw on the monitor screen. A photocell and an optical
system are enclosed in a tiny tube.

6) Scanner - A scanner is an input device that functions similarly to a photocopier. It’s

employed when there’s information on paper that needs to be transferred to the
computer’s hard disc for subsequent manipulation.

7) Optical Mark Reader (OMR) - An Optical Mark Reader is a device that is generally used
in educational institutions to check the answers to objective exams. It recognizes the
marks present by pencil and pen.

8) Optical Character Reader (OCR) - OCR stands for optical character recognition, and it
is a device that reads printed text. OCR optically scans the text, character by character
turns it into a machine-readable code, and saves it to the system memory.

9) Magnetic Ink Card Reader (MICR) - It is a device that is generally used in banks to deal
with the cheques given to the bank by the customer. It helps in reading the magnetic ink
present in the code number and cheque number. This process is very fast compared to
any other process.

10) Bar Code Reader - A bar code reader is a device that reads data that is bar-coded
(data that is represented by light and dark lines).Bar-coded data is commonly used to
mark things, number books, and so on. It could be a handheld scanner or part of a
stationary scanner.

11) Web Camera - Because a web camera records a video image of the scene in front of it,
a webcam is an input device. It is either built inside the computer (for example, a laptop)
or attached through a USB connection. A webcam is a computer-connected tiny digital
video camera.

12) Digitizer - Digitizer is a device that is used to convert analog signals to digital signals.
it converts signals into numeric values. An example of a Digitizer is Graphic Tablet, which
is used to convert graphics to binary data.

13) Microphone - The microphone works as an input device that receives input voice
17
signals and also has the responsibility of converting it also to digital form. It is a very
common device that is present in every device which is related to music.
## Output Devices - Output Devices are the devices that show us the result after giving the
input to a computer system. Output can be of many different forms like image, graphic audio,
video, etc. Some of the output devices are described below.

1) Monitor - Monitors, also known as Visual Display Units (VDUs), are a computer’s primary
output device. It creates images by arranging small dots, known as pixels, in a rectangular
pattern. The amount of pixels determines the image’s sharpness.
The two kinds of viewing screens used for monitors are described below.
1) Cathode-Ray Tube (CRT) Monitor: Pixels are minuscule visual elements that make up a
* CRT display - The higher the image quality or resolution, the smaller the pixels.
2) Flat-Panel Display Monitor: In comparison to the CRT, a
* flat-panel display - is a type of video display with less volume, weight, and power
consumption. They can be hung on the wall or worn on the wrist.

2) Television
Television is one of the common output devices which is present in each and every house. It
portrays video and audio files on the screen as the user handles the television. Nowadays, we
are using plasma displays as compared to CRT screens which we used earlier.

3) Speakers - Speakers are devices that produce sound after getting a command from a
computer. Nowadays, speakers come with wireless technology also like Bluetooth speakers.

4) Projector - Projectors are optical devices that have the work to show visuals on both types
of screens, stationary and moving both. It helps in displaying images on a big screen.
Projectors are generally used in theatres, auditoriums, etc.

5) Braille Reader - Braille Reader is a very important device that is used by blind users. It
helps people with low vision or no vision to recognize the data by running their fingers over
the device to understand easily. It is a very important device for blind persons as it gives
them the comfort to understand the letters, alphabets, etc which helps them in study.

6) Video Card - A video Card is a device that is fitted into the motherboard of the computer.
It helps in improvising digital content in output devices. It is an important tool that helps
people in using multiple devices.

7)Global Positioning System (GPS) - Global Positioning System helps the user in terms of
directions, as it uses satellite technology to track the geometrical locations of the users. With
continuous latitudinal and longitudinal calculations, GPS gives accurate results. Nowadays,
all smart devices have inbuilt GPS.

8) Headphones - Headphones are just like a speaker, which is generally used by a single
person or it is a single-person usable device and is not commonly used in large areas. These
are also called headsets having a lower sound frequency.

## The Input and Output Devices of a Computer - There are so many devices that contain the
characteristics of both input and output. They can perform both operations as they receive
data and provide results. Some of them are mentioned below.
1) USB Drive - USB Drive is one of the devices which perform both input and output
operations as a USB Drive helps in receiving data from a device and sending it to other
devices.

2) Modem - Modems are one of the important devices that helps in transmitting data using
telephonic lines.

3)CD and DVD - CD and DVD are the most common device that helps in saving data from one
computer in a particular format and send data to other devices which works as an input
device to the computer.

4) Headset - The headset consists of a speaker and microphone where a speaker is an output
device and a microphone works as an input device.

5) Facsimile - A facsimile is a fax machine that consists of a scanner and printer, where18
the
scanner works as an input device and the printer works as an output device.
## Printer :- Printers are output devices that allow you to print information on paper. There are
certain types of printers which are described below.
(i) Impact Printer - Characters are printed on the ribbon, which is subsequently crushed against
the paper, in impact printers.
The following are the characteristics of non-impact printers:
• Exceptionally low consumable cost.
• Quite noisy
• Because of its low cost, it is ideal for large-scale printing.
• To create an image, there is physical contact with the paper.

1) Character Printers - Character Printer has the capability to print only one character at a time.
It is of two types:-

* Dot Matrix Printer - A dot matrix printer is a type of printer that uses pins to strike an ink
ribbon to create images on paper. The pins are arranged in a matrix pattern, which is how the
printer gets its name.

* Daisy Wheel - A daisy wheel printer is a type of impact printer that was commonly used in the
past for producing high-quality text and graphics. It gets its name from the daisy wheel, which is
a circular arrangement of characters on a metal or plastic disk.

2) Line Printers - Line Printers are printers that have the capability to print one line at a time. It is
of two types :-

* Drum Printer - A drum printer is a line printer that uses a rotating drum to print text on paper.
It's a type of impact printer that uses hammers to press paper against a drum with raised
characters.

* Chain Printer - A chain printer is a line printer that uses a chain of characters to print one line
at a time. It's a type of impact printer that prints by mechanical impacts.

(ii) Non-Impact Printers - Characters are printed without the need for a ribbon in non-impact
printers. Because these printers print a full page at a time, they’re also known as Page Printers.
The following are the characteristics of non-impact printers:
• Faster
• They don’t make a lot of noise.
• Excellent quality
• Supports a variety of typefaces and character sizes

(1) Laser Printers - Laser Printers use laser lights for producing dots which will produce
characters on the page.

(2) Inkjet Printers - Inkjet printers are printers that use spray technology for printing papers.
High-quality papers are produced in an Inkjet printer. They also do color printing.

3) Thermal printer :- Thermal printers are dot-matrix printers that operate by driving heated pins
against special heat-sensitive paper to “burn” the image onto the paper. They are quiet, but
many people don't like the feel of thermal paper, and the images tend to fade.

19
20